Introduction
When operating a busy attraction or venue, efficiency is not just a goal; it’s a necessity. Two platforms that have emerged as game-changers in their respective fields are eWaiverPro for digital waiver management and Bookeo for booking and scheduling solutions.
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Keep reading to see how an Escape Room integrated these two platforms with just a couple of clicks and revolutionized their business operations.
Use Case
An Escape Room’s Transition from Paper to Digital Waivers
A leading chain of escape rooms had been using Bookeo as the platform where their guests could make reservations. Bookeo is one of the most popular booking and reservation platform that caters to many industries and types of clients. Each of this client’s locations would see 2,000 – 4,000 guests per month, and using paper waivers was quickly becoming impractical and problematic for their business.
By integrating eWaiverPro, this escape room was able to transform their operations and grow their business:
Digital Waiver Management with eWaiverPro
- Before eWaiverPro, every guest had to fill out a paper waiver when they arrived, often causing long lines and crowds.
- Each of these waivers would then need to be manually reviewed by the staff and then the guest’s name and email would have to be added to their marketing software – one by one.
- This process was not only cumbersome but also led to lost documents, typos and used the resourced of two full-time associates. It didn’t take long for an entire storage room to be filled with boxes of waivers.
- By adopting eWaiverPro, guests would receive their waiver via email or SMS as soon as their reservation was made – automatically.
- For guests who opted not to complete their waiver early, QR Codes were displayed at the entrance, where guests could scan-and-sign the QR Code with their smartphones, and complete and sign their waivers electronically.
- With eWaiverPro & Bookeo; every reservation in Bookeo is now displayed in the eWaiverPro dashboard, along with the number of waivers completed and outstanding, making for a very simple check-in process.
- The name, email and other information the Escape Room wanted was automatically stored in eWaiverPro and then synced with their marketing software. This allowed the Escape Room to send review requests, return visit discounts, birthday cards and more.
- This not only reduced the paperwork but also ensured that all waivers were securely stored in a digital format, accessible anytime with a couple clicks.
Booking and Scheduling with Bookeo: Managing class schedules, member bookings, and instructor availability was a logistical nightmare. With Bookeo, the Escape Room was able to automate their booking system on their website, Facebook and via call-center. Guests could now book experiences online, receive reminders, and even cancel if needed, all through a user-friendly interface. This system also allowed for real-time updates on class capacities, ensuring no overbooking, and provided the Escape Room staff with the day’s reservations directly, reducing administrative overhead.
Benefits of Using eWaiverPro and Bookeo
- Time Efficiency: Both platforms significantly cut down on the time spent on administrative tasks. eWaiverPro eliminates the need for handling physical documents, while Bookeo automates booking processes, freeing up staff to focus on customer service and business growth.
- Cost Reduction: By moving to digital waivers, the Escape Room saved money on printing costs, storage space, and the labor involved in managing physical files. Similarly, Bookeo’s automation reduced the need for manual scheduling, which often required additional staff or overtime.
- Enhanced Customer Experience: Members appreciate the convenience of digital solutions. Quick access to waivers and the ability to book or modify class schedules from their phones improved satisfaction and retention rates.
- Data Security and Compliance: eWaiverPro ensures that all sensitive information is securely stored and compliant with SPAM and data protection regulations, reducing the risk of legal issues. Bookeo’s system also keeps all booking data organized, which can be crucial for audits or compliance checks.
- Scalability and Flexibility: As the Escape Room added locations, these digital tools scale effortlessly. Whether it’s adding another location, launching a new escape room, or creating a custom event, the infrastructure supports expansion without proportional increases in operational complexity.
- Marketing and Engagement: Both eWaiverPro and Bookeo offer features for integrating marketing tools. eWaiverPro can embed marketing materials within the waiver process and collect contact information for EVERY PARTICIPANT, while Bookeo can send out promotional offers or updates on new classes directly through booking confirmations.
- Prevent Fraudulent Chargebacks: Quite often guests who did not escape would feel slighted and attempt to fraudulently dispute the credit card charge for their event (claiming they were never there). eWaiverPro provides a digital date and time stamp, along with a signature and optional photo upload, for every waiver. Providing a copy of the completed waiver to the credit card processing companies all but eliminates this type of fraud.
Conclusion
The integration of eWaiverPro and Bookeo into the operations of this Escape Room chain not only streamlined their processes and set a new standard for customer interaction and operational efficiency, but also setup a system so team members to spend more time ensuring guests were having an exceptional experience.
For any business dealing with waivers or scheduling, these tools represent not just an upgrade but a transformation in how business is conducted in the digital age. By embracing these technologies, businesses can focus more on what they do best, leaving the management of waivers and bookings to systems designed to handle them with precision and ease.
Demo:
Test-drive the eWaiverPro Integration with Bookeo and experience the eWaiverPro experience by clicking here
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